Hotel Expenses

1. Scenario 1: If the hotel is more than 100 miles one way, and the cost is less than $120 (plus tax), the staff member should book their own hotel room and then follow the standard reimbursement procedures in Paycom.

1. Scenario 2: If the hotel is less than 100 miles one way, OR the cost is more than $120 (before tax) per night, then the staff member should submit a needs form to get approval for the expense. If the form is approved, then the staff member should book their own hotel room and then follow the standard reimbursement procedures in Paycom.

For scenario 1 or 2, if a staff member needs the school to book/pay for a hotel room because of a financial hardship, the staff member should complete a Purchase request form. If the form is approved, the Office Administrator, Kara Holley, will book the room (needs to know the hotel name and check in/out dates).

1. Scenario 3: A hotel survey form is sent out before testing or a PD. If the staff member requests a room on time through the survey but a change needs to be made-
   
1. To add an extra night, the staff member should contact the hotel directly and then follow the standard reimbursement procedures in Paycom.
   
2. To cancel a night, the staff member should contact the hotel directly.

If a staff member requests a room through a school account and no shows without notice, the employee is responsible for reimbursing the school for the hotel charges. 

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